RFP/RFQ GOODS STANDARDIZATION UPDATE NOVEMBER 2013

Transcription

1 RFP/RFQ GOODS STANDARDIZATION UPDATE NOVEMBER

2 Agenda Sourcing Technology Phase 2 Current RFP Template RFP Goods Template Changes Steps for Creating an RFP/RFQ Goods Event New RFP/RFQ Goods Template Demo Recap 2

3 Phase 2: Overview Phase 2 (September 2013 thru March 2014) 1. RFX Standardization 2. Contract Directory / Repository Rollout 3. Finalize Supplier Normalization Methodology Standardize / upload templates Webinar training and adoption New RFP/RFQ Goods Template goes live December 2nd, 2013 Pilot contract upload and integration with UCLA Upload active campus contracts in waves Train campuses on Contract Director Work with UCSD and UCR Methodology developed will prepare for Phase 3 3

4 Phase 2: RFx Standardization Objectives Phase 2 (September 2013 thru March 2014) 1. RFx Standardization Create 4 new templates in Sourcing Director: Goods: RFP/RFQ, RFI Services: RFP/RFQ, RFI Obtain campus input Clean up existing RFx template to: Eliminate redundancy Utilize the tool to best present bid information Move contract language to contract template Simplify overall process 4

5 RFP/RFQ Goods: Current State What does our template look like today? 5

6 RFP Goods: Current State 6

7 RFP/RFQ Goods: Improved Template Description Prerequisites Library 7

8 RFP/RFQ Goods: Default Description (Editable) The new Default Description contains only two elements: Purpose & Objectives of the RFX Contract Term The old Description language moved to Prerequisites, Documents, Questions or Terms & Conditions Do not alter the default language! The default description has been vetted and approved by OGC Buyer can include additional scope information in the description below the default text If the scope is long and complex, attach it to the RFx as a separate document or prerequisite rather than posting it in the description Description Prerequisites Library 8

9 RFP/RFQ Goods: Default Prerequisites 3 Default Prerequisites will default into every RFP/RFQ Goods event and are required! 1. Appendix A: UC Terms & Conditions Last revised August 1999 OGC updates to language and new sections based on team input 2. Required Supplier Information document contains details regarding: Communication & Amendments Proposal Submittal & Evaluation Procurement Acts and Policies 3. Supplier Bidding Guide How to declare intent to bid How to navigate and upload documents Other prerequisites available in the Library, include: Patronage Pre-Bid Conference Description Prerequisites Library 9

10 RFP/RFQ Goods: Library 3 New Library Documents are required on every event! 1. Campus Profile(s) Buyer will select the relevant Campus profile(s): System-wide, Individual Campus(es) or CSU 2. Supplier Evaluations Buyer will select the appropriate method that will be used to evaluate bids: Lowest Cost, CPQP or Best Value 3. Insurance Requirements Buyer will select the insurance required for the event: General, Health, Transportation or Construction Other attachments no longer default into the RFx. Buyer attaches additional documents that are relevant to the event from the Library Convert Word documents into PDF before attaching to your event View Document Quick Reference Guide for explanation of each document and when to use it Description Prerequisites Library 10

11 RFP/RFQ Goods: Library (continued) All Questions have been moved to the Library and longer default into the RFx The Question section now defaults blank All questions were moved from the template and added to the library for Buyer selection. Questions can be added to the event by: using the Copy Questions From Library function. Additional questions can be entered manually or imported All questions are editable. Description Prerequisites Library 11

12 Steps to Creating an RFP/RFQ Event Complete the header section Update Description section Confirm Contact Information (Defaults) Select Users for RFx Workflow Configuration (Defaults) Supplier Invitation Prerequisites (Defaults) Select Documents from Library Add Questions or select from Library Add Items Add Supplier Bid Envelops Summary 12

13 RFP/RFQ Goods Demonstration- Future State What will our template look like on December 2 nd? 13

14 Recap: Default Description The language in the new Description is clean and concise, containing only the Purpose & Objectives and the Contact Term. Do: Add information below default language, if necessary. Do Not: Modify default language! 14

15 Recap: Default Mandatory Prerequisites The new page defaults with the 3 required prerequisites. Additional Prerequisites can be added manually, uploaded from your computer or copied from the Library. 15

16 Recap: Library New Required Documents 3 new Library Documents are required on every event: Campus Profile, Insurance Requirements and Evaluation Criteria. Make your selections and Add to RFx. Choose one of each! Additional Documents can be uploaded from your computer or copied from the Library. 16

17 Recap: Library Questions for Buyer Selection All Questions have been removed from the template and added to the Library for Buyer selection. From the list of Global Questions, select the checkbox next to the desired Question(s), and click Add Selected to RFx. Additional Questions can be imported from a spreadsheet, copied from library or entered manually. This order is important in order to preserve sequencing. 17

18 Support is Available! Training Materials on Procurement Website Link to today s Webinar Create an RFP/RFQ Quick Reference Guide (revised) Questions? Contact your Sourcing Director Campus Primary Representative (CPR) 18

19 Questions and comments